Date Created: August 12, 2000 Date Revised: October 25, 2000




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ABC Company Limited

Business Continuity Plan

For
Saville Plant

Date Created: August 12, 2000

Date Revised: October 25, 2000


Table of Contents

Emergency Management Team 3

Emergency Operations Centre 5

Primary Site 5

Alternate Site 5

Scope and Objectives 6

FUNCTION – Order Fulfillment 7

Order Fulfillment - Business Continuity Plan (BCP) Team 8

Scenario 1 - No Access to Main Warehouse, Backup Site Available 10

Scenario 2 - No Access to Main Warehouse, Backup Site Not Available 21

Scenario 3 – Staff Shortages 22

FUNCTION – Order Entry 23

Order Entry - Business Continuity Plan (BCP) Team 24

Stock Replenishment - Business Continuity Plan (BCP) Team 26

Document Revision History 28


Emergency Management Team



If a major incident/disaster occurs, the Emergency Management Team (EMT) will be convened and the situation assessed. It will be the responsibility of this team to decide whether or not to implement the individual department/business unit Business Continuity Plans. The format of the EMT is illustrated in the following diagram:
This Business Continuity Plan (BCP) will be activated by the BCP Team Leader, as identified in the plan, when he/she receives instructions from the Operations Manager on the Emergency Management Team (EMT).





When an emergency has been declared by the EMT, the BCP Team Leader will report directly to the EMT Operations Manager for the duration of the emergency. All ad hoc requests for decisions, assistance with facilities, acquiring outside services, etc. will be directed by the BCP Team Leader to the EMT through the Operations Manager.
It will be the BCP Team Leader’s responsibility to contact all team members or their alternates and ensure that they convene at the Emergency Operations Centre as defined in this plan.
The BCP Team Leader will be responsible for the successful implementation of this plan.

Emergency Operations Centre

Primary Site




In the event that the Saville Plant is not accessible, the Business Continuity Teams will meet in the conference room at ABC Company Limited’s head office facility in Hamilton. The address of this facility is:
ABC Company Limited

25 King Street West

6th Floor, Suite 645

Hamilton, Ontario L8N 3T5

Telephone: (905) 555-3983

FAX: (905) 555-3988
Directions: from the Mississauga area, take the QEW west to Burlington. In Burlington, at the QEW/403 junction, take Highway 403 West to the Main Street East exit. Follow Main Street east to the Hamilton Convention Centre. Underground parking is available at the convention centre. Exit the parking garage onto King Street and walk east to the Head Office facility.

Alternate Site



No official EOC alternate site has been defined at this time. If during an emergency, the primary site defined above is not available, the Emergency Management Team will inform all relevant BCP teams as to the location and contact numbers of the EOC when initial contact is made.

Scope and Objectives



This plan covers a limited number of scenarios under which Business Continuity Plans would be implemented. They are as follows:


  1. No Access to Main Warehouse, Backup Site Available

  2. No Access to Main Warehouse, Backup Site Not Available

  3. Staff Shortages



As determined by the Business Impact Analysis (see document A645-3), the following business functions are addressed by this plan.


  1. Order Entry

  2. Order Fulfillment

  3. Stock Replenishment


FUNCTION – Order Fulfillment




The Saville Plant warehouse picks and ships stock from a computer printed pick list. When the order has been shipped, the final quantities are entered into the local computer system. Each evening shipped order information is transmitted to the Head Office system for billing or back ordering purposes.

Order Fulfillment - Business Continuity Plan (BCP) Team

Team Leader


Sam Yong

Address: 185 Sycamore Cres., Mississauga, ON

Contacts:

Office Tel: Ext: 8577

Home Tel: 555-9847

Cottage Tel: (519) 555-0934 (Haliburton area)

Cell Phone: (416) 555-4399

Personal E-Mail: syong@hotmail.com



First Alternate


Sarah Winters

Second Alternate


Jim Borochuk
Team Member


Sarah Winters

Address: 2456 Watson Blvd., Apt. 216,

Brampton, ON

Contacts:

Office Tel: Ext: 8573

Home Tel: 555-5643

Cell Phone: 555-4833

Pager: 555-3039

Personal E-Mail: sarah.winters@sympatico.ca

First Alternate


Jenny Crukshank

Address: 876 Foxtail Dr., Mississauga, ON

Contacts:

Office Tel: Ext: 8534

Home Tel: 555-4555
Personal E-Mail: jcruk@inet.com



Second Alternate


Dan Smith

Address: RR#1, Norval, ON

Contacts:

Office Tel: Ext: 8544

Home Tel: (905) 555-3443

Personal E-Mail: dan2@home.com

Team Member


Jim Borochuk

Address: 764 Cardinal Cres, Mississauga, ON

Contacts:

Office Tel: Ext: 8545

Home Tel: 555-6635

Cell Phone: 555-9877

Pager: 555-4342

Personal E-Mail: jborochuk@interlynx.net

First Alternate


Wendy Groggins

Address: 876 Foxtail Dr., Mississauga, ON

Contacts:

Office Tel: Ext: 8533

Home Tel: 555-5597

Home FAX: 555-3833
Personal E-Mail: wgrog@interland.com



Second Alternate


Rob Benson

Address: 77 Windemere Ave, Etobicoke, ON

Contacts:

Office Tel: Ext: 8595

Home Tel: (905) 555-3443

Cell Phone: 555-3980

Personal E-Mail: dan_smith@hotmail.com



ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available




Recovery Procedure


The recovery procedure consists of implementing a manual procedure at a third party warehouse to pick, ship and bill orders until computer systems are available. When computer systems are available, picking, shipping and billing input will continue at the third party warehouse location until the Saville Plant facility is again available.
Recovery Time Objective (RTO)
This plan is based on the fact that 80% of our revenues are generated by 20% of our products. The products that make up this 20% are stored as safety stock in an ACME Warehousing Ltd. facility located in Mississauga.
During an incident our RTO is 4 hours after an emergency is declared. We will operate at an 80% revenue level until full access to our main warehousing facility is restored.

Recovery Location


ACME Warehousing Ltd.

76 Matheson Blvd.

Mississauga, Ontario

L8U 4T5

Phone: (905) 555-7745
Directions to Backup Warehouse:
From QEW:

North on Highway 10 to Matheson Blvd.

Turn left on Matheson – facility is on the left hand side, 1.4 kms from Highway 10.
From Highway 401:

South on Highway 10 to Matheson Blvd.

Turn right on Matheson – facility is on the left hand side, 1.4 kms from Highway 10.
Dependencies
This plan is dependent upon Acme Warehousing Ltd. having the designated backup warehouse available during the time that our facility is inaccessible. We are currently using this facility for safety stock for the products that constitute 80% of our revenue stream.
This plan is dependent on the Head Office computer system being able to run the order entry and billing functions no later than 5 days after a disaster has been declared.

Other Considerations
If the Acme site is out of operation because of some wide scale disaster, we will revert to the BCP scenario that takes this into account.
ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available

Recovery Steps - Summary


  • Step 1 – Contact Business Continuity team members and arrange for a meeting.

  • Step 2 – Business Continuity team meets and reviews plan.

  • Step 3 – Contact backup warehouse.

  • Step 4 – Contact warehouse staff and set up information meeting.

  • Step 5 – Review staffing requirements.

  • Step 6 – Meet with warehouse staff and inform of situation.

  • Step 7 – Visit backup warehouse and ensure FAX and telephone equipment is working.

  • Step 8 – Contact shipping companies and inform them of new pickup and drop-off location.

  • Step 9 – Contact purchasing and stop delivery of identified products.

  • Step 10 – Contact sales to instruct customers of situation.

  • Step 11 – Meet with warehouse staff and review operating procedure.

  • Step 12 – Run a test order through the system.

  • Step 14 – Order additional shipping supplies.

  • Step 15 – Contact IT and determine when computer services will be restored.

  • Step 16 – Arrange for implementation of warehouse PC and printer.

ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 1. Contact Business Continuity team members and arrange meeting.
Contact team members (see BCP Team page for contact numbers) or their alternates and arrange a meeting time at the EOC.
Responsibility: Sam Yong
Date Completed ______________ Initials: ____
Equipment/Office Supplies:



Description


Where


Contact


Telephone/FAX/Internet











ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 2. Contact Business Continuity team members and arrange meeting.
Meet with BCP team members and assess the situation. Review the plan and determine whether or not all steps need to be taken. Based on the situation, do other steps need to be implemented. If so, document and assign responsibility. Prepare an implementation plan and submit to the Operations Manager of the EMT.
Responsibility: Sam Yong
Date Completed ______________ Initials: ____
People/Services:



Description


Function


Contact

Emergency Management Team Operations Manager

EMT Main Contact

Bob Salesworth

555 – 3983 (Hamilton)

555 – 8746 (Mississauga)



ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 3 – Contact backup warehouse.
Contact the backup warehouse and inform them that we are invoking our Business Continuity Plan. Arrange a time for an on site visit.
Responsibility: Sarah Winters
Date Completed ______________ Initials: ____

Facilities:



Description


Where


Contact

Backup Warehouse

ACME Warehousing Ltd.

76 Matheson Blvd.

Mississauga, Ontario

L8U 4T5

Henry Watson

General Manager

(905) 555-7745



ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 4 – Contact warehouse staff and set up information meeting.
Contact all warehouse staff and invite them to a situation status meeting. Unless otherwise determined by the Business Continuity Team, this meeting will occur at the EOC.
Responsibility: Jim Borochuk
Date Completed ______________ Initials: ____

Vital Records:



Description


Where


Contact

List of Warehouse Employees

EOC – Backup Media Room

Walt Smith

555-8383 (Hamilton)

555-9483 (Mississauga)




Equipment/Office Supplies:



Description


Where


Contact


Telephone/FAX/Internet








ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 5 – Review staffing requirements.
Review warehouse staffing requirements based on the BCP. Our agreement with ACME states that their current staff will assist in order picking. We will provide a manager, quality control, shipping, and administrative personnel. Set up shift schedules and determine whether any of our employees are considered redundant. Be prepared to inform redundant employees of their status until full operations are resumed.
Responsibility: Sam Yong
Date Completed ______________ Initials: ____

ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 6 – Meet with warehouse staff and inform of situation.
Meet with the warehouse staff and review the situation. Inform them of the immediate plans, shift schedules and assigned duties. Review redundancy policy if applicable.
Responsibility: Sam Yong
Date Completed ______________ Initials: ____
ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 7 – Visit Backup warehouse.
Do an on site inspection of the backup warehouse facility. Ensure that all required equipment (see table below) is present and in working order. Ensure all required support supplies (see table below) are present.

Responsibility: Sarah Winters
Date Completed ______________ Initials: ____
Equipment/Office Supplies:



Description


Where


Contact

FAX Machine

Telephone

Order receiving room as defined in our contract with ACME. West side of building near front entrance.





Order Shipping Log

Order Receiving Room




ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available
Step 8 – Contact Shipping Companies.
Contact shipping companies (see table below) and advise them of the new pickup and delivery location. If new schedules are required, advise accordingly.
Responsibility: Jim Borochuk
Date Completed ______________ Initials: ____
People/Services:



Description


Function


Contact

Purolator Courier

Courier Service

Sally Wentworth

Mississauga

Phone: (905) 555-3933

FAX: (905) 555-3934




ACE’s Delivery

Local Delivery

(Small shipments)


Ed Campinos

Toronto

Phone: (416) 555-5564

FAX: (416) 555-3999

ORDER FULFILLMENT

Scenario 2 - No Access to Main Warehouse, Backup Site Not Available




Recovery Procedure


The recovery procedure consists of ……..

ORDER FULFILLMENT

Scenario 3 – Staff Shortages




Recovery Procedure


The recovery procedure consists of ……..

FUNCTION – Order Entry




The Saville Plant takes orders which are phoned or Faxed into the CSR (Customer Service Representative) department. These orders are keyed into the Head Office order entry system. Depending on stock availability, orders are backordered by the system, or a picking slip is printed in the Saville warehouse.

Order Entry - Business Continuity Plan (BCP) Team


FUNCTION – Stock Replenishment
The Saville Plant warehouse is replenished automatically by output from the automated warehouse replenishment system (WRS) which resides on the head office computer systems. Replenishment requirements are reviews by Head Office purchasers and orders then placed with our suppliers.


Stock Replenishment - Business Continuity Plan (BCP) Team


Exercise Log



Date


Type of Exercise


Comments

Oct. 23, 2000

Communications

Many telephone numbers were out of date or incorrect.








Document Revision History






Date


Author


Revision

Aug 12, 2000

G. Mohr

Document Created






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